WYDOT Transit Program Reporting 101

1. WYDOT Transit Program Reporting 101 June 16, 2011 Taylor J. Rossetti Joni Kithas Harlan

2. General Guidelines • The monthly report should be submitted to: • Taylor Rossetti – taylor.rossetti@dot.state.wy.us • Transit Program Coordinator - Oversight • Joni Harlan – jkh@rtconnect.net • Fiscal Consultant – Pays the bills • Chrissy Lee – christina.lee@dot.state.wy.us • Transit Program Specialist – Statistics and Ridership • All expenses should be related to public transportation • Documentation should be maintained for all expenses: • Receipts, Invoices, Payroll Records, etc. • WYDOT may request copies of the records at any time • Information submitted to us is used for the National Transit Database (NTD)

3. RU20 Form • Common Items Missing or Incorrect • Section 01 – Missing date for the Report • Use the month end (6/30/11) • Section 04 – Modes of Service • Bus – should only be selected if you have a scheduled route or Deviated Route • Deviated Route – allows flexibility to leave the route and get back on the route as needed. • Demand Response – Passengers call in to schedule the rides (the majority of your service is Demand Response) • Vanpool – coordinated group sharing a vehicle(s) and going to similar destinations • Other – none of the current service in Wyoming are in the other category

4. RU20 Continued • Other Resources • Volunteers – list volunteers that are providing transit trips for your agency • Personal Vehicles – only report here if the vehicle was used for a transit trip • Nothing in this section should be reported for meal delivery unless the trip involved included a transit trip

5. RU20 Continued • Service Data • Miles – these are the miles that are driven in your public transportation program • Hours – the hours driven from the time a vehicle goes into service until it is parked for the evening • Trips- when a person boards and de-boards your vehicle, a trip is taken • All trips may be reported as unlinked • All of the above information should be separated by mode

6. RU20 Continued • Vehicles • Total Vehicles – all the vehicles available to you for public transportation purposes • ADA Vehicles - vehicles that have a ramp or lift that would meet the requirements of the ADA

7. MR20 Form • Vehicles Operated in Maximum Service (VOMS) • # of vehicles required to run your typical service in a given day • Excludes atypical service • Number of Service Days • # of days that you operated your transit program in a month

8. MR20 Form Continued • Type of Trip • Home Delivered Meals • Are counted as 2 meals for 1 trip • Should only be billed if part of a public transportation trip • Counted as Other in the Type of Rider Section • Type of Rider • Other should be reported for Dead Head and Home Delivered Meals • Type of Trip and Type of Rider Totals should always be equal

9. BE20 Form • Any expense reported must be related to your Transit Program • Expense must be reasonable, necessary and allowable • Reasonable – the costs should not exceed what a prudent person would pay for a similar service or item. A determination should be made as to whether the cost is within the going market rate. • Necessary – the expenditure is required to complete your transit project. • Allowable – see the relevant OMB Circular for guidance • A-87 – State, Local and Indian Tribe Governments • A-122 – Non Profit Organizations • A-110 – Universities, Hospitals and Other Non-profits • Insurance Deductibles to be paid due to an accident have been determined to be unallowable due to our participation in the payment of your insurance premium. Deductibles should be paid out of your local funds. • Information should be entered in to each column on the report for every transaction • You can enter as much information in the cell as needed to explain the transaction

10. BE20 Continued • Billing/Invoice # • 7 digit alphanumeric identifier for your payments • Starts with FTA • Suggest two digit month followed by two digit year • June 2011 would be FTA0611 • Must report Farebox Revenue on this form • Farebox revenues include fares paid by riders who are later reimbursed by a human service agency or other user-side subsidy arrangement. Farebox revenues do not include payments made directly to the transportation provider by human service agencies to purchase service. However, purchase of transit passes or other fare media for clients would be considered farebox revenue. A voluntary or mandatory fee that a college, university, or similar institution imposes on all its students for free or discounted transit service is not farebox revenue. • WYDOT may ask for supporting documentation for any and all expenditures at any time

11. Program Income • Program income may be used for Local Match • Contract for service • Advertising revenue • Sale of assets • Income generated in your transit program must remain in your transit program • Can use this to start capital reserve accounts • WYDOT is required to report this to the Federal Transit Administration